(But No One Wants to Write)

Let’s be real—policies are the kind of paperwork we all hate. They’re dry, tedious, and usually shelved until a crisis makes them indispensable. In my work with nonprofits, I’ve seen many organizations that either don’t have key policies in place or are relying on ones so outdated they’re no longer relevant.

Until something goes wrong, most policies sit untouched in a dusty binder. Maybe someone was asked to glance at them during onboarding, but odds are, they’ve never been revisited. The best time to get your policies written—and updated—is before a crisis hits. Because when something goes sideways, the last thing you want is to be making it up as you go.

Here are a few of the policies every nonprofit should consider:

1. Give/Get (Board Fundraising) Policy

What it is: A written expectation for how much each board member gives personally (“give”) and how much they commit to helping raise (“get”).

Why you need it: This turns board members into active champions of your mission, not just passive advisors. It’s especially important if your non-profit relies on fundraising to stay afloat.

2. Board–Staff Roles & Partnership Charter

What it is: A clear roadmap showing who does what, how decisions are made, and how leadership responsibilities are shared.

Why you need it: Think of your board and staff as co-pilots in a twin-engine plane. This document keeps them from stepping on each other’s toes—and keeps things running smoothly. It’s essential if you have paid staff.

3. Whistleblower & Ethical Conduct Policy

What it is: A safe, transparent way for people to report concerns like fraud, harassment, or unethical behaviour—without fear of retaliation.

Why you need it: This is about walking your talk. A solid policy helps protect your people and your mission—and prevents serious problems from being swept under the rug.

4. Conflict of Interest & Transparency Policy

What it is: A set of clear rules that requires board members and staff to disclose any personal or financial interests that could influence their decisions.

Why you need it: This builds trust with donors, funders, and the community. It helps prevent situations where someone might benefit privately from your nonprofit’s work—without the organization’s knowledge or consent.

5. Crisis Management & Continuity Plan

What it is: A step-by-step guide for what to do when the unexpected happens—whether that’s a PR issue, funding cut, leadership change, or natural disaster.

Why you need it: Crises happen. Having a plan means you don’t have to scramble in the moment—you’ve already thought it through.

6. Board Recruitment & Diversity Matrix

What it is: A living document that tracks the skills, backgrounds, and lived experiences of current board members—and identifies what’s missing.

Why you need it: You can’t build a diverse, well-rounded board by accident. This helps you recruit intentionally, so your board reflects the community you serve and the expertise you need.

7. Records, Data & Privacy Policy

What it is: Guidelines for how you handle sensitive information—like financial data, volunteer contacts, and donor records.

Why you need it: Data breaches can damage trust and lead to legal trouble. And the laws around data storage vary between Canada, the U.S., and the U.K.
Quick note: When we say data is “in the cloud,” we’re really talking about giant warehouses full of servers in physical locations. Do you know where yours is? You should.

Quick Tips to Get Policies Done

Don’t start from scratch. Ask other organizations in similar industries for samples or check out templates from Joan Garry or CharityVillage.ca. Adapt what works.

Don’t do everything at once. Start with the most urgent policies. Present drafts, get feedback, revise and approve. Take care of a couple at each meeting.

Review regularly. Set up a schedule to revisit policies each year. Spread it out over the year so it doesn’t become an onerous task. This keeps everyone familiar with what they say—and ensures they still fit how your nonprofit operates.

Final Word

Yes, writing policies is work. But thriving nonprofits don’t avoid the mess—they plan for it. Professional, practical tools are out there. Start small. Aim for clarity. Policies aren’t just red tape. They’re your safety net, your communication tool, and your organization’s backbone.

Need help updating your policies or figuring out which ones you need most? I’d love to help.